Administrative Assistant, Investigations

2 days ago

Edmonton, Canada College of Physicians & Surgeons of Alberta Full time

As the
**Administrative Assistant, Investigations**, you will work in a collaborative team environment within the investigation workstream to provide administrative assistance to the assigned investigators. Your primary duties will include preparation of correspondence, investigation reports, agreements, and other documentation. You will track and monitor workflow, perform follow-up on files, and maintain the database to support the investigation process in a timely fashion. Additionally, you will arrange meetings, interviews, and manage daily activities related to the investigation of complaints in accordance with the
- Health Professions Act (HPA)_.

**KEY RESPONSIBILITIES**
- ** Support the investigation workstream**:

- Ensure timeliness of investigations through file management.
- Proactively draft and prepare correspondence, agreements, undertakings, progress and follow-up letters; maintain file and contact information.
- Draft Investigation Reports (IR), follow up for additional records and information, ensure accuracy in spelling, grammar, and organizational structure of report; ensure IR is placed on Rounds Agenda for review.
- Prepare necessary privacy redactions for materials prior to distribution to other parties; ensure accuracy in redactions and transmission of private medical information meets privacy standards pursuant to CPSA privacy requirements.
- Close files upon completion including updating database, entering closing codes, and ensuring all necessary steps are finalized before closure of file.
- Follow up and track necessary matters when files are returned from the Complaint Review Committee (CRC).
- Prepare and support investigators with matters related to resolve with consent; prepare correspondence, contact parties, and monitor and follow up on signed agreements as required.
- Attend to all meeting arrangements (virtual or in-person) including securing translators or specialists, travel arrangements, and ensuring timely updates are provided as required under _HPA_.
- Prepare, organize, and coordinate training materials, presentations, workflow diagrams or process documentation as assigned.
- **
Coordination of specialty, additional or external investigation support**:

- Assist and arrange Expert Opinion and External Medical Investigator as required; support External Investigator (agencies) as necessary.
- Assist and arrange specialty investigation requirements including Aboriginal Talking Circles and other culturally appropriate processes, arrange for unique requirements for incarcerated individuals and disabled parties.
- Assist in rotational basis to support the pending que; notifications, update correspondence while matters are pending and unassigned to an investigator.
- **
Provide administrative support to overall completion of investigation through general administrative support**:

- Photocopying, preparation/receipt of mail/registered mail, etc.
- Upload documents to SharePoint, Physician Portal and other distribution systems ensuring privacy requirements are met.
- Perform general administrative duties including travel and meeting arrangements, registration for courses, reconciliation of monthly credit cards, and preparation of expense forms.
- Support Associate Complaints Director, Investigations with various administrative functions.
- **
Contribute as an engaged member of the investigation workstream**:

- Provide back-up for other administrative assistants within the Professional Conduct department during periods of absence or when positions are vacant during recruitment process.
- Assist other administrative assistants for tasks assigned on a rotational basis (pending que), assist with revisions to templates and procedures.
- Actively engage in quality improvement work.
- Act as formal mentor for new administrative assistants joining the department.

**For additional role specifics, please see the position profile attachment located at the bottom of this posting.**

**QUALIFICATIONS**

**Education**:

- Formalized specialized skills typically obtained through a one-year post-secondary certificate (i.e. administrative program), or equivalent.

**Experience**:

- Requirement for 5 to 8 years of related experience.

**Skills**:

- Proficient with MS Office and Adobe products.
- Proficient typing speed, minimum 65 wpm with high degree of accuracy.
- Ability to work under pressure and meet deadlines.
- Experience in the medical field and/or legal field would be an asset.

**SALARY**
The salary for this contract position is $56,417 annually and includes a benefit package.

As Alberta's medical regulator, CPSA is committed to protecting the health and safety of its team members and others from the COVID-19 virus. All team members working for CPSA must be fully vaccinated against COVID-19 and provide proof of full vaccination except on protected grounds.

**.**

**_CPSA acknowledges we are on traditional lands of First Nations and Métis People. Through our work, we strive to

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